As an OBM, I’ve learned what processes are essential to every online business to stay organized: Having a PM platform is one of those processes.
So I’m sharing the five Asana PM projects that every virtual assistant or online business owner needs to operate smoothly day-to-day.
These will help you lay the groundwork of your business’s processes and systems so that you have a virtual office to call home.
This will help make sure that you are never left wondering what to work on or when, but instead always have a plan outlined and ready to go when you start each workday.
WHY YOU NEED A PM PLATFORM
When you’re a virtual assistant or online business owner, you are the person who has to make the decisions about what to work on.
That means you have to dedicate time to developing a plan to reach your goals and the steps you’re going to take to hit them. Generally, I recommend creating and setting goals in 90 days periods because it’s easier to develop and track your progress. More on that later…
The only feasible way to do that is with a Project Management Platform.
Don’t get me wrong, I’m a big pen and planner fan too. Once you start working with team members or clients remotely though, you have to have a way to organize and delegate easily.
Unfortunately, doing that through your notebook on your desk just isn’t feasible.
Do yourself a favor and setup a PM platform for your business. I personally prefer Asana PM projects, but Clickup is another one I’m a big fan of!
To help you get started with your setup, here’s the main projects you’ll want to include…
#1 BUSINESS + TEAM RESOURCES
This is the area where you store all the core information about your business as an easy access area. It’s basically a collection of all the resources that don’t change often, but are used often.
Some examples of this are:
- Lists of platforms used within the business
- Login credentials for business platforms
- Branding + HEX codes
- Business owner headshots
- Company mission statement
- Company core values
- Template emails, projects, etc.
You can see that this project is really about creating a one stop shop for all the information you or someone on your team might need in order to complete day to day tasks. It really becomes a sort of “Hub” for everything else!
#2 SOP MANUAL
If you aren’t familiar with the term SOP, it stands for Standard Operating Procedure.
These are step-by-step guides for each recurring process that happens within your business that are often delegated. Think: Drafting blog posts, Bookkeeping, Social Media Scheduling… Really, the options are endless depending on your business structure!
This Asana PM project outlines the process for creating and keeping these up to date.Because as time goes on, processes change or get eliminated completely as the business shifts.
So every time one needs updated, you can simply add it to this project and delegate it out to the person that’s responsible for making the updates.
If you’re a business owner, this will be your virtual assistant. If you’re a virtual assistant, this will most likely be yourself updating on behalf of your client.
Want to learn more about how to create SOPs? Check out this post!
#3 ONE-OFF TASKS
No matter how hard we try as business owners, we always have things come up out of the blue that need to be dealt with.
This is what this project is for. It becomes a sort of dumping ground for all the “one and done” tasks that come up in the day to day of running a business.
- Need to send your VA client an email reminder? One-off task.
- Need to double-check that you logged that time for your other client? One-off task.
- Need to send login credentials to your new assistant? One-off task.
You see my point I think, right? 😉
Anything that doesn’t get repeatedly done time and time again, but you still need a reminder for – Gets put in this project.
#4 RECURRING TASKS
Recurring tasks are just the opposite of one-off tasks.
These are the processes that happen within your business on a regular, recurring basis and generally don’t change much.
You can create this project, organize it, and place all of your tasks that are set to recur inside of it. That way, when it’s time to complete it you’ll automatically have the reminder to do so. It doesn’t matter if it’s daily, weekly, or monthly.
Ideally, your recurring tasks project should become a place that you ‘set and forget it’because it runs on autopilot automatically.
Asana PM Projects and tasks give you the ability to automatically recur, so you they’ll be on your task list next month (or day, or week…) as needed. No more rewriting it in your planner for next month!
#5 CONTENT CALENDAR
Every single online business, regardless of the size, has some sort of content strategy.
Whether that’s blogging every week like me, publishing on instagram, engaging and marketing in facebook groups, we all have our connections we cultivate through content creation.
That’s why you have to have a place to organize it.
The content calendar is where you layout your upcoming blog posts (or other content!) to plan out what you’re publishing and when.
This will help you figure out not only what you’re publishing tomorrow, but what you’re publishing three, four or even eight weeks from now.
It also keeps you on track with publishing. One of the most common things my clients say to me is, “I know I need to be blogging, but I don’t know what to write about and I don’t have time to publish.”
Planning ahead in a content calendar project will help you do that, because you cut out the overwhelm of figuring out what to write. You won’t be panicking about what to publish by this afternoon when you haven’t even started the post yet, Eek!
BONUS: 90 DAY PROJECTS
Surprise! It just so happens that my favorite Asana PM project is the bonus one…
Coincidence? Probably not. 😉
I’m a huge fan of planning out your goals and your projects in 90 day periods. Everyone has their own personal feelings and opinions on this, but I find that I feel less pressure by planning just 90 days ahead.
Otherwise I get frustrated when I don’t hit my goals and have to reschedule everything. Not to mention the fact that I find myself wanting to crawl in a hole thinking about everything I need to get done.
Because even if it’s 6 months from now, I’m the kind of person that’ll worry about the fact that it’s not done. Anyone else? Tell me I’m not alone here…
This is why I always recommend having one to three projects for your current 90 days projects. These are things like, redesigning your website, creating a course, or designing your service packages. Things that have a clear start and end date.
That way, you have a dedicated place to plan out and delegate the different action items that need completed for that project. It’ll to keep yourself on track before next quarter!
FOR VAS: HOW TO USE PM PROJECTS FOR CLIENTS
I know some of these Asana PM projects are a little more advanced for those of us that are really just getting started in the online world as virtual assistants.
That’s why I wanted to be sure to mention that this is something you can implement for your client’s businesses as a service!
Imagine how impressed your client’s will be when you fully setup the backend of their business for them using these project ideas and set the tasks in place to help them operate more smoothly!
They’ll think you’re gods-freaking-gift to earth. I tell you this, because I’ve done it for clients and they’re always thrilled with the results.
So if you find that you love Asana PM projects or just creating and designing systems in general – consider this as a service package for your business!